Communication is not only about transferring the message, but it is the process involving the exchange of understanding that originates with the person who receives the message. Business needs effective communication; it is the essence of managing corporations.
Management is based on primary functions such as:
And these are not possible without effective communication. The communication in the companies involves the flow of important information on a regular basis. Feedback plays the main role in the whole process.
The information flows on different levels of hierarchy, and thus it becomes difficult to manage the communication on all the levels. Feedback is the major component that helps in maintaining coordination and eliminating the misunderstandings if any.
The business communication involves some goals such as informing the rules and regulations of the organisation to the employees and the people outside the company. There has been a considerable transformation in the communication nowadays, as prior it was limited only to calls or paper-work.
But the emergence of technology has enhanced the level of business communication to video conferencing, satellite communication etc.
Here are two common types of business communication:
It involves manuals, reports, agendas of business etc.
Oral communication is further categorised into two types such as formal and informal. But when we talk about business communication, we are talking about formal communication such as speech, discussion, meetings, interviews etc.
But informal communication also takes place in business. Grapevine is the suitable example of informal communication.
COMPONENTS OF THE COMMUNICATION PROCESS
Communication is the process that involves messages that are verbal and non-verbal. It is a never-ending process as the information will continue to flow from one level to another.
But the major requirement is the message, which has to be conveyed from the sender to receiver involving various channels of communication. And the response from the receiver is also a must within the limited time; communication can never be one-sided.
Here are the components of the communication process:
The main component is the context in which the communication takes place. It can be cultural, chronological, social or physical. The sender sends the message within a context, and the receiver responds back accordingly.
Encoder or sender
The sender is the person who sends the message in words, graphics or symbols and conveys the information to the particular individual or group. The sender can be a team, an organisation or an individual. The message is impacted by the background, skills and competencies of the sender.
The most important component is the message itself. For starting communication, a message has to be there to which the receiver would be expected to respond. The message must be clear and representing the main motive of communication.
Medium is the channel used to communicate or convey the message. The medium should be selected wisely so that it conveys the information and the receiver interprets it correctly. The features of the message have an impact on the selection of the channel.
For instance, if the message is written for a small group, email would be the right medium.
Decoder or Recipient
The recipient is the person for whom the message is sent or intended. The level of understanding of message depends upon the factors such as the responsive skills of the decoder, his knowledge and the relation between the encoder and decoder.
It is another main component of the whole communication process. The feedback helps the encoder to know the efficiency of the message. Through feedback, the sender can confirm that the message is interpreted in the right way. It can be verbal or non-verbal. The formal feedback can be in written form also.